Investing in Information for Development IMARK Investing in Information for Development Information Access Reducing Costs © FAO 2005

Learning Objectives At the end of this lesson you will: identify some possibilities for acquiring free or low-cost information; recognize management challenges involved in trying to minimize the costs of information access: and describe the main features of library consortia.

There are two main reasons for this: Introduction If an organization has little or no financial resources, its staff may have problems acquiring the needed information. There are two main reasons for this: the costs of peer-reviewed scientific journals and reference publications have risen; and considerable ongoing investments are needed for infrastructure and connectivity, in order to acquire access to the Internet (required for an increasing proportion of the world’s literature). Note for trainers:

High subscription costs: which solutions? What can organizations do about the high costs of literature? Here are two possibilities: LOW-COST ACCESS TO SCIENTIFIC LITERATURE LIBRARY CONSORTIA The approach will vary according to the quality of the Internet connection available. The approach is not directly affected by the quality of the Internet connection available. Note for trainers:

Low cost access to scientific literature One option to reduce the costs of information acquisition is through forms of “Document Delivery”. It is a service allowing users to order copies of materials, such as journal articles or chapters of books, from their libraries. Related services are: “Interlibrary loan” and “Document Exchange”. Note for trainers: If your own organization does not have the document you require, then you might have two other options: to obtain it from another organization either through an Interlibrary Loan or in exchange for copies of your own organization’s publications (Document Exchange). In all cases, the mode of delivery (mail, fax, or email) can be selected according to local conditions/preferences.

Low cost access to scientific literature Where Internet access is poor, there are information services that offer free and open access to scientific literature, such as the “e-Journals Delivery Service” (eJDS). It is a programme designed to facilitate no-cost access to current scientific literature: it allows access to single scientific articles via e-mail. Note for trainers: eJDS allows access to single scientific articles to scientists via e-mail. Recipient scientists must respect copyright “fair-use” restrictions when they make and/or distribute For more information on eJDS you may look at the following internet addresses: http://www.ejds.org

Low cost access to scientific literature Where the connection is good, there are several initiatives that offer free or low-cost access to scientific literature: HINARI INASP-PERI AGORA Note for trainers: The goal of the three initiatives is to make high quality, peer-reviewed journals available for free, or at very low cost, to scientific and educational users in Asia, Africa, Latin America, and the Caribbean. Please note that some initiatives of this type are restricted to users in certain countries. You will have to check to see if your country/organization qualifies. For more information on each program, please look at the following web addresses: http://www.aginternetwork.org/en/index.php http://www.healthinternetwork.org/ http://www.inasp.info/peri/index.shtml Agricultural Sciences Health General Sciences

Options and parameters LOW Ability to pay HIGH HIGH QUALITY Internet Connection Free/low-cost products and services on the Internet or via email Commercial products and services on the Internet or via email LOW QUALITY Free/low-cost products and services in printed format or on CD-ROM Commercial products and services in printed format or on CD-ROM For access to scientific literature, specific options exist for different combinations of: ability to pay; and quality of Internet access. Note for trainers: An organization can make its choice of option for information acquisition based on these two parameters, once the nature of the information needs is known.

Problems and solutions Let us suppose that your organization has decided to participate in one of these initiatives. What management issues might you face? Here are some: How to integrate existing resources with new resources (particularly in the library)? How to serve the needs of those faculty and students who are not primarily researchers? How to allocate scarce IT resources when many faculty and students have so many demands on existing IT? Note for trainers: Here are some possible solutions: 1. Begin to build a “virtual library”, consisting of elements such as: a digital library catalogue containing information on the existing collections of physical documents; scanned/digitized versions of at least some of the existing collections of physical documents; and a continually updated list of the new and “most popular” web-based resources, which can then be integrated into the library catalogue. 2. Some staff and students may be interested in more informal technical literature not found in AGORA (e.g., extension), and the university library should ensure it also acquires less academic material such as newsletters and bulletins. 3. Innovative solutions have to be found to maximize efficiency of information acquisition through AGORA. Some examples are: storage of articles dowloaded from AGORA in a database accessible to all users; establishment of an organization-wide schedule for Internet access to ensure availability of bandwith for services such as AGORA.

Library consortia Another option for reducing costs is a library consortium. It is an association of independent libraries formed to share resources and to negotiate with publishers on journal/database subscriptions and book purchases. The main advantage of a consortium for the member libraries is that they can negotiate with publishers from a position of strength. Note for trainers: The advantage for publishers is that they can negotiate with one party (the consortium) rather than with many (the member libraries). The International Coalition of Library Consortia is an informal, self-organized group comprising (as of September 2003) nearly 150 library consortia from around the world. + +

Consortia are often informal at the beginning. Library consortia Consortia are often informal at the beginning. Their initial objective is usually to make deals with publishers, but as they evolve, they develop structures to perform tasks like: Negotiation on longer-term prices and licenses; Development of common interfaces to catalogues and databases; Training. Note for trainers: In addition, consortia can improve the performance of other cooperative tasks, such as: Coordination of inter-library loans of printed and electronic (e.g. CD-ROMs) materials. Organization of physical and/or electronic access to materials held at all libraries in the consortium. Coordination of activities for joint preservation and/or archiving of print and digital material.

Are all library consortia all similar? No. Some are public (created by government), while others are private. Some are commercial, while others are non-profit. Some are centralized and tightly structured, while others are de-centralized and loosely structured. Note for trainers: In addition, consortia can have: different purposes; different sizes (number of member libraries); different types of members (types of libraries); different scales (regional, national, international); and different resources.

Overcoming political obstacles Library consortia Forming consortia is usually not easy. Here are some of the challenges: Getting funds Overcoming political obstacles Making compromises between institutions Note for trainers: The Electronic Information for Libraries (EIFL) exists to help organizations wishing to form consortia. EIFL is an initiative of the Open Society Initiative (OSI). Its main focus is on negotiating affordable subscriptions on a multi-country basis, while also supporting emerging library consortia in member countries. Legal and structural issues

Summary Access to scientific and technical information is a major problem for organizations. Two of the main problems regarding information acquisition are: high costs of scientific literature; and high costs of good quality Internet connection. Options for reducing information acquisition costs are: - Document delivery (and related services); - Low-cost access to scientific literature: and - Library consortia.